Last Updated: 8th Novmber, 2025
1. Introduction
SmartStaffMedia : We are committed to protecting your privacy and handling your personal data responsibly.
This Privacy Policy explains how we collect, use, store, and protect your information when you visit our website, interact with our services, or become a customer.
By using our website or services, you agree to the terms of this Privacy Policy.
2. Information We Collect
We may collect the following types of information:
a. Personal Information
Provided voluntarily by you when:
Filling out forms on our website (e.g. booking a call, requesting a demo)
Contacting us through email, chat, or social media
Becoming a customer or trial user
This may include:
✅ Name
✅ Email address
✅ Phone number
✅ Business name
✅ Website URL
b. Usage & Technical Data
Automatically collected when you visit our site:
IP address
Browser type & device information
Pages visited & time spent
Cookies and tracking pixels
c. Client & Business Data (Service Use)
If you use SmartStaffMedia services (AI chat, review automation, CRM, etc.), we may collect:
Customer lead data you import or automate
Message logs, review data, form submissions
AI conversation logs (used only for service performance)
We do not sell or share client data with third-party advertisers.
3. How We Use Your Information
We use your data to:
Provide and deliver our services
Respond to enquiries and support requests
Process onboarding, billing, and account setup
Improve website performance and user experience
Send service updates, reports, and optional marketing messages
Comply with legal obligations
We will never spam you or sell your information.
4. Legal Basis for Processing (GDPR Compliance)
We process personal data under the following legal bases:
✅ Consent (when you submit forms or opt into communication)
✅ Contract (when you become a customer)
✅ Legitimate interest (business communication, platform security)
5. Data Sharing
We may share data only with trusted third-party service providers used to operate SmartStaff Media (example: CRM, hosting, payment processors).
All providers are GDPR-compliant and only access data necessary to perform their function.
We do not sell or rent your personal data.
6. Data Storage & Protection
We use secure, industry-standard systems to store and process your data.
Data may be stored in the UK, EU, or US depending on provider location.
We take reasonable technical and organizational measures to prevent loss, misuse, or unauthorized access.
7. Your Rights (GDPR / UK GDPR)
You have the right to:
Request a copy of your data
Request correction or deletion
Withdraw consent at any time
Request restriction of processing
Object to certain processing activities
Request data portability
To exercise these rights, email us at: [Insert Contact Email].
8. Cookies & Tracking
Our website may use cookies, analytics, and tracking tools to improve performance and personalize your experience.
You may manage or disable cookies in your browser settings.
9. Third-Party Links
Our website may contain links to other sites. We are not responsible for their privacy practices or content.
10. Children’s Privacy
Our services are not intended for individuals under the age of 16.
We do not knowingly collect data from children.
11. Changes to This Policy
We may update this Privacy Policy from time to time. The updated version will always include a “Last Updated” date at the top.
12. Contact Us
If you have questions about this Privacy Policy or your data, contact us:
📩 Email: [email protected]
🏢 Company Name: SmartStaffMedia
🌐 Website: smartstaffmedia.com